Reports

Team management& team list

Team management and team list with one-click calling, texting and emailing

On location with 200 people of which you only know ten. And you need to find Andy. Whom you never met. With Dramatify, it’s easy. The team list got pictures!

Dramatify’s team list is not only a simple list of the people working on the production, but also everyone that have access to the production on Dramatify with titles, contact details, bios, qualifications and more.

Every team member updates their own information

You no longer need an address book or an excel sheet with all the team contacts. You can either set up a new Dramatify profile for your team members (if they don’t already have one) or just invite them and let them do it themselves. The only thing you absolutely need to invite somebody to your production is their email address.

Call, text or email straight from your device

You only need to click a link to call a team member, text them or send an email. In the full profile there is room for addresses, representation – both union and agent – a bio, social media, qualifications including driving licenses and professional qualifications like first aid, rigging, electricity or pyrotechnics. Users can also – strictly voluntary – add any medical condition they want the team to know about, and how they like to be supported. Also, for children we flag for minors as they need special consideration and have special working regulations.

Food preferences

Food handling can be a major headache on set. With Dramatify it’s a breeze. In the profile, each team member can indicate if they have any special food preferences, dietary or religious, as well as any food allergies. These are compiled into smart food and catering lists!

Handle production information, permissions and releases

You can now add production notes, manage permissions and upload contract and personal release so you get everything in one place.

The team report

We neatly collect everything important in a team report that you can filter on crew and cast. Here you’ll get all contact information as well as if you have a contract and/or release on everybody that should have signed one.

The character & cast report

Under the “Character” menu, you also find a report on all characters and their casted members with working days, work period, pages, scenes, sets, locations and unit bases. This is a complement to the Day out of Day report you’ll find in the Scheduling section.

Food preferences, catering lists & plate count

As if it’s not enough to keep track of how many meals to order, plate count and break times, now you also need to keep track of who is vegan, low carb, kosher or halal, or have an allergy. And if that’s not enough, how should meal costs be handled? Is breakfast free, but 1st and 2nd meals deducted? Or taxed? And what if some cast members have different negotiated meal costs than the rest of the cast and crew? And what if we suddenly have twenty visitors on set? Phew!

Food preferences & food allergies

No worries! Dramatify links each team member’s food preferences together with cast and crew scheduling to present you with a daily food list with the number of meals and all food preferences and allergies catering needs to be on top of.

Meal costs

Additionally, you can add general meal cost settings for cast and crew respectively, then add individual meal cost settings for the persons that require it.

Export break times, plate count and meal costs

Check meal times and consumed meals with a click. Then export complete working hours, break times, plate counts and individual meal cost instructions to your payroll department as a .csv file to import into a spreadsheet.

Add meals for visitors on set as well as snacks

Not all plates can be ordered by using information from crew and cast scheduling. Threfore, you can add extra plates, remove standard meals as well as add snacks and drinks with a few clicks. Easy!

Bon appétit!

HIGHLIGHTS!

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Individual food preferences and any allergies in the personal profile

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Meal cost handling - both production-wide and for specific individuals

Daily Production Report

Daily Production Reports – almost automagically!

How would you like to save 2-3 working hours a day on set? With Dramatify’s new Daily Production Report you can! While making sure your team don’t forget to report any important information, releases or incidents.

Being late with Daily Production Reports can cause your entire production to be shut down. With Dramatify’s new DPRs, it’s so fast you’ll never be late again!

Dramatify’s Daily Production Reports automatically gathers all the relevant information you and your team have added for the specific day, from scenes shot, location and talent releases to plate count and working hours, while at the same time leaving some information open to be manually added such as payments and health & safely incidents.

An almost automatic process

The Daily Production Report includes everything a DPR should. You easily adapt it to your production and production size. Several of Dramatify’s innovative features have been built to specifically support an almost automagic Daily Production Report. Naturally, you can delegate these tasks to other members of your production.

To learn about Dramatify’s Daily Production Reports in detail, please read the tutorial.

Smart signing

To make the DPR as smart as possible, we’ve even added a smart signing process where you can add exactly who should sign an individual DPR. Signers get a message in Dramatify (automatically forwarded to their email inbox) that they have a Daily Production Report to sign.

They either sign it, or reject it with a comment, to be corrected and re-submitted.

Dramatify Daily Production Report

Below you find an example of our DPR template. Note that in the digital version, files and attachments are accessible (clickable). It can also be printed on paper or as a pdf and sent to co-producers, investors, insurance and bond companies.

Step 1: Register an account

The information you add about yourself will be visible to your team so they can contact you, so make sure the information is correct!

Activate your account

You will now get an email to activate your account. This is to make sure we have your correct email address. Please click the indicated button in the email to activate your account.

No activation email?

If you can’t find your activation email, please look in your spam folder. In order to keep important information from your team to be sent to your spam folder, please follow the instructions to whitelist our email address.

Step 2: Start a production by registering a production company

After you have registered in Step 1 above, you will be presented with a short walk-through of Dramatify’s features, ending up on the welcome page. From there, you can start a production in two ways:

Click on the “Start a new production” button on the welcome page

Or, click on the big blue “Productions” button to the right and select “Start new production”

Registering a production company

Before starting setting up your production, you need to register your production company, if this is your first Dramatify production.

A tip! The logo/artwork of your production company is used for watermarking printed or pdf:ed drama screenplays, Therefore it’s important that you add it, or else the screenplays will not be marked.

Step 3: Start a new production

After register the production company, you are all set to start a new production!

Episodes or not

If you are doing a series, just select that your production have episodes. But it’s also a useful function if you do a feature film or short and want to storyboard certain sequences or make trailers and promos. You can add the episode functionality later during the production if you realise you need it!

If you are making commercials or corporate film, you can have one production account per client and just add new TVCs, webisodes and promos as you go along.

Teams

You can work with three main teams – Red, Green and Purple – plus a second unit and a third unit. You can add new teams at any time during your production. If you use episodes, you can tie an episode to a certain team or teams.

Description

In the middle of the “start new production” page, there is a text box where you can describe your production. It will be displayed at the Production page which is one of the pages your team is going to see the most, so make sure it is communicative and inviting!

Billing

Dramatify is free for the first user. But! You need to select your payment plan for when you add your second team member. We wll not invoice you until the second team member is added.

Meals

You do not need to add anything for meals, you can do that closer to shooting.

Edit Production settings

You can change the production settings at any time. On the Production page, click on the icon to the right if you want to change the production settings, general production information or the logo on the production company account.

Step 4: Spruce up your profile

When you start adding team members to your Dramatify production, they will be able to see your profile and learn more about you.

Go to Me in the top menu and click on Profile.

On your profile page, click on the edit menu in the toolbar and then on Edit.

In the profile you can add everything from a bio, links to social media and IMDB accounts, contact & representation information, ICE (In Case of Emergency contacts), professional certificates as well as food preferences. The information in form fields that have green borders, are visible to all team members, the information in fields with orange borders are only accessible to Admins.

Why make your team members complete their profiles?

Get your team members to complete their profiles and you will have a lot of important information, from which professional certificates they hold, to contact information, in-case-of-emergency information and food preferences that gives you automatic food lists. For team members, complete profiles mean that they can recognise each other on set and easier get to know each other.

Step 5: Start adding key team members

To start adding team members to your production, click People in the right hand menu. Then just click on the “Add cast & crew” button.

Search and see if your team member already have a Dramatify account. If not, add them according to the instructions. You can decide if you just want to add them to the team list, but not give access yet, or invite them directly. You can also – if you want – add basic profile information to their profile, such as profile image, address, phone numbers etc.

To learn more about adding team members and how you both can add them directly and let them set up their profiles themselves, or how you can set up their basic profile and contact information and invite them later, watch the video on team lists and personal profiles.

Step 6: Start collaborating with messages & newsfeed

Click on the + icon to start messaging your team members. Each team member will get a notification to their email when they get a new message.

Why using Dramatify messages instead of regular email?

all production messages in one place

all the team can message each other without having to spread around email addresses

all team members that are in the team list, are included in team messages – no one is forgotten!

easy to message a team member, a department, just department heads or everybody

keep a clear track of message threads

all messages are forwarded to each addressee’s email inbox

The message icon at the top of the page will display a red number as soon as you have a new message!

Step 7: Share documents, links & resources

If you have general documents , files, links and resourcesyou want to share with your team, just click on the Docs & Resources in the lefthand sidebar.

Remember that standard production documents like screenplays and call sheets are added naively to Dramatify, not as pdfs or word documents.Only Admins can upload and delete documents.

Upload any kind of file. Max file size 4 mb.

Add links and resources with your own categories and description.

Step 8: Adding episodes (if you use them!)

If you added episodes to your production settings (Step 3 above), you’ll see Episodes in the right hand menu. On the Episode page, click on the + icon in the toolbar to add a new episode. You can tie one or more teams to the episode if you want.Only Admins can see and work with the Episode section.

Breakdown permissions

STEP 11: Managing scene items

Scene items is any THINGS you need for a shoot, from props and wardrobe, to special camera equipment, vehicles and security. You can add scene items to a scene, to a set and to a character. You also assign a department responsible and can add tags i.e. keywords to the item.

There are four different ways you can add scene items.

In the breakdown
Normally only scene items mentioned in the script or vital to be able to shoot the scene are added during breakdown.

On the character page
Here the props, wardrobe and hair & makeup departments do their breakdown and add all the things a character need for each scene. Since Dramatify works great on mobile, buyers can record scene items and scene item options into Dramatify while in shops and rental companies.

On the set page
Here props and set building have automatic access to add their breakdown and add all the things a character need for each scene. Since Dramatify works great on mobile, buyers can record scene items and scene item options into Dramatify while in shops and rental companies.

In the scene item list
Here all scene items that have been added are listed. Scene items can also be added, edited and deleted, and lists printed.

Step 12: Adding and managing characters

The Character list

The Character list lists characters, cast and scenes. The character types (in blue) changes dynamically if you use other character types, from reporters to dancers. Click the character name to view more information about the character or click on “Add character” to add a new character.

The Character page

Each character have their own page with information about cast, the character, scenes and any scene items. Here the makeup & hair, wardrobe and props teams can do their breakdown outside of the script breakdown, and add scene items on the go in their mobiles. Scene items are also listed per scene for quick retrieval during dressing before shooting.

Adding characters manually

If you write from scratch, you can either add them during breakdown (see step 13 below), or by clicking on the Add Character button. To add atmosphere cast, first click on Atmosphere in the character type menu.

Add character – select this if the character should have a cast member attached to it.

Add atmosphere – atmosphere is extras who fill out a scene; café visitors or a crowd. The cast is handled by the extras/atmosphere manager and can not be invited to Dramatify. Atmosphere characters are handled as a group.

Connecting character with cast

First add the cast member under People > Add Cast & Crew.

Then go to Cast & Characters and click on the character. On the character page, click on the edit icon in the upper right corner.

At the bottom of the character page, you can connect:

The cast member

A body double

A stunt person

A stand-in

Character permissions

Only Admins, and team members belonging to props, wardrobe, hair & makeup departments can see and work with characters.Adding characters manually

If you write from scratch, you can either add them during breakdown (see step 13 below), or by clicking on the Edit menu in the toolbar. In the image below you see that there are two choices:

Add character – select this if the character should have a cast member attached to it.

Add atmosphere – atmosphere is extras who fill out a scene; café visitors or a crowd. The cast is handled by the extras/atmosphere manager and can not be invited to Dramatify. Atmosphere characters are handled as a group.

Connecting character with cast

There are two ways of connecting a character with a cast member:

The best way: If you want to add the cast member to the team list, set up their Dramatify profile for them and/or inviting them to Dramatify at a later time, add the cast member under People like you would do with any team member (see Step 5 above). Then go to Characters and click on the character the cast member should be playing. At the bottom of the page, find the cast member in the dropdown and click save.

The easiest way: Click on the character you want to connect with a cast member to, go to the bottom of the character page and send the cast member an invitation.

Character report

Character permissions

Only Admins, and team members belonging to props, wardrobe, hair & makeup departments can see and work with characters.

Step 13: Adding and editing sets

the set is the place where a scene plays out that may or may not need to be designed and built, whereas

the location is the actual physical location with a GPS location where the shoot is taking place.

Add sets

On the Set page you can add sets by going to the Edit menu and click “Add set” as seen below. The most convenient way however, is to add new sets while you do the script breakdown.

Edit sets

To edit a set, click on the set name to go to the set page and click on the edit icon.

On the edit page, you can change various information as well as link it to a location.

Sets permissions

Only Admins, and team members belonging to props and set construction can see and work with sets.

Step 14: Adding locations

Sets need to be connected with the physical shooting locations at some point during the pre-production. You can also add locations for Unit Base and Medical Emergency Location. To add locations, click the Location menu, then on the Edit menu icon, select “Add location”.

When you add a correct address to your locations, all locations will automatically get map links in the call sheet for easy navigation for your team. A correct address to your shooting location also automatically gives you updated weather in your call sheet on the day of shooting.

Location permissions

Only Admins can see and work with locations.

TIP! It’s good practise to test the links before publishing your call sheets. Some parts of the world have have less developed map support than others. If you get an incorrect map address, try adding GPS coordinates instead of an address.

Step 15: Scheduling and planning

To start scheduling, click on Planning in the right hand side menu. The page will be almost blank because you haven’t added anything yet. Below is a view of the production overview on a production under way. Learn more about scheduling here.

Step 16: On set - time sheets, meal management & plate count

The on set section contains the following:

Time sheets – check in and out working hours

Catering lists

Plate count and meal breaks

.csv report exports

Time sheets

Check in and out cast and crew working hours.

Catering lists

Dramatify automatically compiles who works as well as any individual meal preferences in the crew and cast profiles. You can also manually add meals and snacks, as well as set “No meals offered” in the production settings.

Plate count and meal breaks

To just get plate count, just CHECK OUT team members. To get meal break hours, also check in team members after the meal.

.csv exports

To export time sheets complete with working hours, plate count, meal breaks etc. just click on the menu icon to the right in the toolbar and select “export”.

Step 17: Daily Production Report

Dramatify offers an almost automatic daily production report, that compiles the most important production information and also lets you add your own notes and details. A smart signing process, lets you add the people who should sign, as well as make sure they can approve, reject and re-file.

You find the DPRs under Production > DPRs

The Daily Production Report includes:

Dates and production day numbers

Principal crew

Status

Working times: Unit calls, shooting times, first shot, wrap and last man out.